Agenda and draft minutes

The Chairman will invite nominations for the election of a Chairman for the ensuing year. A Chairman will then be elected and sign the declaration of acceptance of office.

The Monitoring Officer invited nominations for the election of Interim Chairman to oversee agenda item 1, Election of Chairman for 2026/27.

Councillor Woolf and Councillor Gibson were both nominated and seconded, and following a vote, Councillor Woolf was appointed as Interim Chairman for item 1 only.

Councillor Woolf invited nominations for the election of Chairman of the Council for the ensuing year.

Councillor J Whitbourn and Councillor A Harrison were both nominated and seconded, and following a vote, Councillor Whitbourn was appointed as Chairman of the Council for the ensuing year.

DECISION:

That Councillor J Whitbourn be elected as Chairman for the ensuing year.

(Councillors J Whitbourn and A Harrison joined the meeting following the declaration of the result. Councillor J Whitbourn thereupon took the Chair and signed the Declaration of Office).

The Chairman will invite nominations for the election of a Vice-Chairman.

The Chairman invited nominations for the appointment of a Vice-Chairman of the Council for the ensuing year. 

Councillor J Reynolds, Councillor A Harrison and Councillor M Hasan were nominated and seconded, and following a vote, Councillor Reynolds was appointed as Vice-Chairman of the Council for the ensuing year.

DECISION:

That Councillor J Reynolds be appointed as Vice-Chairman of the Council for the ensuing year.

(Councillor Reynolds thereupon signed the Declaration of Acceptance of Office).

To sign as a correct record the minutes of the meeting held on 26 February 2026 (copy enclosed).

Consideration was given to the minutes of Full Council held on 26 February 2026.

DECISION:

That following a correction to the spelling of ‘Caudwell Farm’ at page 77 of the minutes, that the minutes of Full Council held on 26 February 2026 be signed as a correct record.

(Where a Councillor has a Disclosable Pecuniary Interest the Councillor must declare the interest to the meeting and leave the room without participating in any discussion or making a statement on the item, except where a Councillor is permitted to remain as a result of a grant of dispensation.)

Councillor T Carter declared an interest at item 13 of the agenda and left the room for the whole of this item.

The Chairman expressed her sincere thanks to members for their kind words and support over the past year. She acknowledged that the success of the events and the funds raised had been made possible through the attendance and contributions of those present. She thanked all those involved for helping to ensure the events were a success and noted that discussions would take place with Communities and Democratic Services regarding future events in the coming year.

The Chairman also reflected that it had been an honour to serve on the Council alongside Councillors Alcock and Brewis (who, prior to the formal meeting, had been recognised at a presentation for over fifty years’ individual service and for which the Lord Lieutenant of Lincolnshire was in attendance). The Chairman expressed her appreciation for their support, contribution and dedication, noting the high regard in which they were held. She thanked them for their work and stated that it had been a privilege to work with them over the past year.

To note Portfolio Holder updates on work being undertaken within each of their Portfolios (report of the Leader enclosed).

Consideration was given to the report of the Leader which asked the Council to note Portfolio Holder updates on work being undertaken within each of their Portfolios.

Members were reminded that the report was for noting only and that any questions arising from its contents should be raised under Agenda item 8 – Questions without notice.

DECISION:

That the Portfolio Holder updates be noted.

The Leader of the Council advised that Councillor Tyrrell was to be appointed as a Support Member to the Cabinet. Councillor Tyrrell would provide support to the Leader and Councillor Astill in relation to a number of schemes, particularly to assist whilst the Leader’s focus was directed towards Local Government Reorganisation matters.

The Portfolio Holder for Corporate and Environmental Services informed members that the expanded Garden Waste Service had gone live to residents during the last week of April 2026. As part of the implementation, approximately 2,500 residents had experienced changes to their collection days. He reported that an error had occurred during the activation of the new routes, resulting in disruption to a number of customers, with some areas more significantly affected than others, and offered his apologies to those residents impacted. He advised that, in response, affected customers would receive an additional collection to extend their subscription; however, members were asked to note that this would be undertaken as a manual process and would therefore take some time.  He further advised that an independent review of the expansion project had been commissioned, the findings of which would be reported to a Special Performance Monitoring Panel meeting to be scheduled. Since the launch of the expanded service, there had been 543 additional subscribers. The Portfolio Holder also clarified the revised subscription arrangements, confirming that new subscribers would purchase their bin as a one-off cost in addition to the subscription fee, after which the bin would belong to the resident. Existing subscribers would also now be deemed to own their bins. In both cases, the Council would no longer collect bins at the end of a subscription period.

The Portfolio Holder for Health and Wellbeing, Conservation and Heritage announced the availability of funding to support Lincolnshire households struggling with rising heating oil costs. She explained that funding had been provided by the Government via Lincolnshire County Council and was being distributed through the Lincolnshire Community Foundation. The Portfolio Holder highlighted that information regarding eligibility criteria was available online or via elected members, and that following completion of a straightforward application process, successful applicants could receive a £300 voucher. She emphasised the importance of raising awareness of the scheme, particularly given the ongoing colder weather, to ensure that eligible residents were able to access the support available.

The following questions on notice were received from Councillor Eldridge and responses provided by the Portfolio Holder for Corporate and Environmental Services.

Councillor Eldridge was entitled to ask one Supplementary Question to each Question on Notice, without notice (this should be a question and not a statement). Where a Supplementary Question was asked, the question and the response is detailed under the relevant question.

Question 1: As you are aware, approximately 2,500 properties recently received notification from SHDC that their garden waste collection days would be changing. Unfortunately, this caused considerable confusion, as the changes coincided with a Bank Holiday week and were further compounded by issues with the website not displaying the amended collection days. Following implementation, I was contacted by numerous residents within my ward who reported that their garden waste collections had been missed entirely. After raising this with the team, it was identified that around 90 properties were affected due to a technical issue, the majority of which were within my ward. In addition to this, there were further disruptions where some subsequent collections were delayed by a day in certain areas due to reported high volumes of garden wastewhich led to service delays, this was then followed by a further amendment to collection days of which residents were notified via email. Response: There was some delay in collecting garden waste from some customers. However, this was caused by a technical issue with the software used to plan the routes, as soon as the software problem had been resolved, the collections were made within the capacity.

Supplementary Question: Councillor Eldridge queried whether further re-routing of garden waste collections would be required to accommodate additional subscribers and, if so, whether this would result in further changes to collection days. She also sought assurance that any future re-routing would not result in properties being omitted and that clear communication would be provided to residents. Response: Councillor Astill advised that the current service model was based on an anticipated uptake of 40% of households, with the budget forecast set at 34%. Current subscription levels were reported to be approximately 29%. He explained that the projected growth should not necessitate further re-routing in the immediate future; however, if the service experienced a significant increase in demand, further re-routing would be inevitable at some point. Councillor Astill expressed confidence that issues experienced during the recent re-routing would not be repeated. He reiterated that an independent review had been commissioned and confirmed that this would include consideration of the processes followed, including communication arrangements.

Question 2: Due to this recent poor service and in light of the council’s upcoming transition to wheelie bins for all collections, I would appreciate clarification on the following:

1/ What measures have now been implemented to prevent similar issues occurring in the future?  Response: It is important to say that the garden waste collection service is a good service. Some statistics: 292766 collections made annually; 99.78% collections completed on their scheduled day (last financial year);  ...  view the full minutes text for item 8.

Question to: Councillor Worth

Question from: Councillor Barnes

Subject: Member involvement in Local Government Reorganisation (LGR)

Councillor Barnes opened by offering his congratulations to the Chairman and Vice Chairman on their appointments and wished them a successful year. He then directed his question to Councillor Worth and queried the specific actions the administration was planning to take to ensure that all elected members, across all wards and political groupings, would be fully involved, informed and empowered throughout the transition to a unitary authority. He emphasised the importance of ensuring that the transition was both smooth and accountable. He further sought assurance as to how transparency would be maintained and how equal participation for all members would be guaranteed, particularly given the significance and complexity of the Local Government Reorganisation process. In response, Councillor Worth thanked Councillor Barnes for his question and acknowledged the importance of member involvement in the process. He advised that activity relating to LGR was expected to increase significantly from mid?July, when further announcements were anticipated. He indicated that, at that stage, dedicated Member briefings would be arranged to provide updates and outline next steps, with further briefings scheduled throughout the transition period over the following year. Councillor Worth explained that a committee would be established to oversee the process, noting that although this body would not have specific decision-making powers, it would act in an advisory and oversight capacity. He added that there would be no restriction on the Council’s Scrutiny Committees considering matters relating to the process, should they wish to do so and further advised that members would receive updates through a combination of email communications, face?to?face briefings and officer-led sessions. Councillor Worth emphasised that the situation was likely to evolve quickly once national announcements had been made and that members should expect frequent updates as further information became available.

Question to: Councillor Astill

Question from: Councillor Gibson

Subject: Waste collection issues at Surfleet Reservoir

Councillor Gibson raised concerns regarding rubbish being left following waste collections at Surfleet Reservoir, noting that split bags, often caused by vermin, were contributing to waste entering the watercourse and impacting the local environment and wildlife. He asked whether any further action could be taken to safeguard the area following collections. In response, Councillor Astill advised that, where a bag was split by a crew during collection, there was an expectation that the crew would clear the resulting waste. He acknowledged however that bags being split due to other factors such as by vermin remained a widespread issue across the district and were more difficult to resolve. He stated that he could not guarantee a full resolution in this instance but undertook to raise the matter with the relevant team and provide an update following further consideration.

Question to: Councillor Astill

Question from: Councillor Avery

Subject: Support for vulnerable residents under new waste arrangements

Councillor Avery asked for details of planned arrangements to support elderly residents, those with disabilities, or individuals living with  ...  view the full minutes text for item 9.

To receive the minutes of the following Committees and Panels:-

a)    Policy Development Panel – 3 February 2026

b)    Special Policy Development Panel – 9 February 2026

c)    Performance Monitoring Panel – 10 March 2026

d)    Planning Committee – 11 March 2026

e)    Governance and Audit Committee – 19 March 2026

The minutes of the following Committees and Panels were noted:

• Policy Development Panel – 3 February 2026
• Special Policy Development Panel – 9 February 2026
• Performance Monitoring Panel – 10 March 2026
• Planning Committee – 11 March 2026

Governance and Audit Committee – 19 March 2026

Consideration was given to the Key Decision Plan

DECISION:

That the Key Decision Plan be noted.

To consider the recommendations of the Cabinet in respect of:

·         Pride in Place Programme Delivery

(report of the Cabinet enclosed).

Consideration was given to the report of the Cabinet meeting held on 26 April 2026 which sought approval for the Cabinet’s recommendations.

The Leader introduced the report, referring to the Memorandum of Understanding approved by Cabinet, which included the Pride and Place programme and set out indicative funding allocations over a ten-year period. It was reported that funding would commence in 2026/27 at £742,000, increasing to £1.992 million in 2027/28 and just over £2 million in 2028/29, with allocations continuing annually thereafter.

DECISION:

That Council approved the recommendation from Cabinet to amend the Capital and Revenue budgets to reflect the funding as set out in Section 2 of the Cabinet report, and delegated authority to the Director of Finance (Section 151 Officer) to vary the Council’s Capital and Revenue base budgets for projects under the parameters of the Pride in Place programme for Spalding.

To provide a Partnership performance update and MOA review (report of the Service Director – Corporate Services enclosed).

Consideration was given to the report of the Service Director – Corporate Services which presented a Partnership performance update and Memorandum of Agreement (MOA) review.

The Leader presented the Partnership Performance Report, and advised that:

• 81% of projects within the 2025/26 Annual Delivery Plan had been completed in-year;
• A joint leisure agency contract had been signed across the Partnership, delivering significant savings, and that the Partnership was now on track to achieve £47 million in savings against the original £42 million target, with further savings anticipated; and
• Lobbying of Government in respect of Internal Drainage Board funding was ongoing, with the Council awaiting confirmation of its allocation from the £5 million fund.

DECISION:

That Council:

1)     Noted the content of the report in respect of the progress of the South & East Lincolnshire Councils Partnership; and

2)     Subject to agreement by the other Partnership Councils, approved the updated Memorandum of Agreement for the South & East Lincolnshire Councils Partnership (Appendix A) and delegated authority to the Executive Director – Finance to sign the revised Agreement on behalf of this Council. The new Agreement, upon signing, replacing the previous Agreement.

To present the draft recommendations of the Community Governance Review (CGR) Working Group following the Stage 1 consultation and seek approval to publish these for Phase 2 consultation (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

Consideration was given to the report of the Service Director – Legal and Governance (Monitoring Officer) which presented the draft recommendations of the Community Governance Review (CGR) Working Group following the Stage 1 consultation and sought approval to publish these for the Phase 2 consultation.

Councillor Ashby, Chair of the Community Governance Review Working Group, introduced the report and summarised the outcome of Stage 1 of the review of the unparished area of Spalding, including that:

• The review been approved by Council in November 2025 under the Local Government and Public Involvement in Health Act 2007;

• The review was being undertaken in the context of proposed Local Government Reorganisation (LGR), which would remove the District Council tier and require consideration of future local representation for Spalding;
• The Stage 1 consultation, held between February and March 2026, had received 173 responses, with results indicating clear support for the establishment of a Parish Council and a preference for a single council covering the whole town;
• The Working Group therefore recommended the creation of one Parish Council for Spalding, comprising 19 councillors, with 6 parish wards aligned to existing district ward boundaries; and
• A final decision was not being sought at this stage however Council was asked to note the consultation outcomes and approve the draft proposals for publication and progression to Stage 2 consultation.

Members raised the following points:

• Members observed that 173 responses seemed low. The Leader responded that the number of responses received was considered a good level of engagement when compared with similar reviews undertaken elsewhere, where response rates had often been lower

• In response to a question regarding the future of funds held by the Spalding Town Forum, the Leader advised that, subject to Local Government Reorganisation proceeding, a Parish Council for Spalding could be included within any future statutory arrangements. In those circumstances, it was anticipated in principle that funds held by the Spalding Town Forum could transfer to a future Town Council and indicated that Spalding Special Expenses would also be expected to transfer. However, it was noted that this would be subject to timing considerations and further work once the position on reorganisation was confirmed.

• The Chairman of the Council expressed thanks to the Democratic and Electoral Services Officer for the significant amount of work undertaken in supporting the Community Governance Review, which was acknowledged by members.

DECISION:

That Council:

1)    Noted the outcomes of the Stage 1 Consultation; and

2)    Approved the draft recommendations of the CGR Working Group for publication and Stage 2 consultation as listed below:

·         Establish a single parish of Spalding for the unparished area of Spalding;

·         That the Council size for the Parish of Spalding be 19 Councillors, based on national guidance and proportional representation for an electorate of approximately 22,000 (forecast to rise to 23,500 by 2031);

·         That the Parish of Spalding be warded into six wards, aligned with the existing district ward boundaries to ensure clarity and coterminosity, as follows:

·         That the first elections for the proposed  ...  view the full minutes text for item 14.

a) To establish, allocate seats and appoint members to the Council’s Committees and Panels for 2026/27

b) To receive nominations and appoint to any vacancies on outside bodies

c) To approve the 2026/27 Schedule of Meetings 

d) To reappoint members of the Independent Remuneration Panel until May 2028

(Report of the Service Director – Legal & Governance (Monitoring Officer) enclosed).

Appendix 1 to follow.

Consideration was given to the report of the Service Director – Legal and Governance (Monitoring Officer) which sought to: a) establish, allocate seats and appoint members to the Council’s Committees and Panels for 2026/27; b) receive nominations and appoint to any vacancies on Outside Bodies; c) approve the 2026/27 Schedule of Meetings; and d) re-appoint members of the Independent Remuneration Panel until May 2028.

The Service Director – Legal and Governance (Monitoring Officer) introduced the report and presented the recommendations for Council, highlighting the following revisions:

·        Regarding recommendation 1, that ‘Appendix A’ was the document at Appendix 1;

·        Regarding recommendation 2, that ‘Appendix B’ was the document at Appendix 2; and

·        Regarding the recommendation 3, that ‘Appendix C’ was the document at Appendix 3.

Regarding the receipt of nominations and appointment to vacancies on Outside Bodies at Appendix 2

• The Service Director – Legal and Governance (Monitoring Officer) referred to Appendix 2 which advised of a single vacancy for the Outside Body ‘Spalding Water Taxi Company Limited’. Councillors proposed and seconded the following members for the position: Councillor Sheard, Councillor J Le Sage and Councillor Casson. Following a vote, Councillor J Le Sage was appointed to the position;
  • In response to a member query as to whether more than one member could be appointed, the Leader responded that the number of appointments was the decision of the company and not the Council; and
• It was noted that the Lincolnshire County Council Flood and Drainage Scrutiny Committee should be removed as this no longer existed.

DECISION:

That Council:

1)     Approved the establishment of Committees and Panels for the Municipal Year 2026/27, including the allocation of seats to political groups and appointments (and substitutes) as nominated by Political Group Leaders, as set out in Appendix 1 to this report, including an increase to the size of the Planning Committee from 11 members to 13 members;

2)     Noted the current appointments to Outside Bodies as detailed in Appendix 2 and received nominations and appointments to any vacancies; and following this, that Councillor James Le Sage be appointed to the Outside Body ‘Spalding Water Taxi Company Limited’.

3)     Approved the Council meeting dates and its committee meeting dates and noted the proposed dates for Cabinet meetings for the Council Municipal Year 2026/27 (Appendix 3);

4)     Delegated authority to the Chief Executive in consultation with the relevant Chairman to amend or cancel meeting dates as necessary, subject to compliance with any constitutional requirements where an agenda has already been published; and

5)     Re-appointed the members of the Independent Remuneration Panel until May 2028.

To receive, from political groups, nominations for any changes to Committees and other seats and to consider any proposed changes to the Constitution.

There were none.

Appointments to Committees and Outside Bodies had been dealt with during the previous item.

To provide South Holland District Council with an update following the latest meeting of the Health Scrutiny for Lincolnshire Committee (report of Councillor Glynis Scalese enclosed).

Consideration was given to the Health Scrutiny for Lincolnshire Report.

DECISION:

That the report be noted.

There were none.